Last updated: July 1, 2026

Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the websites, cloud applications, and related services offered by HRGenie and its affiliates (collectively, “HR Genie”, “we”, “us”). By creating an account, clicking to accept, or using the Services, you agree to these Terms on behalf of yourself and, where applicable, the organisation you represent.

Important: These Terms are a general template for a B2B SaaS platform. They are not a substitute for legal advice. Have them reviewed by a qualified advocate in Kenya before relying on them for regulated or high-risk use cases.

1. The Services

HR Genie provides cloud software for human resources, payroll, time tracking, recruitment, and related workforce functions, as described on our website or in an order form, statement of work, or similar document (“Order”). Features may vary by plan, region, or tenant configuration.

2. Eligibility and accounts

You must be at least 18 years old and capable of entering into a binding contract. You agree that registration information is accurate and that you will keep it updated. You are responsible for maintaining the confidentiality of credentials and for activity under your account. Notify us promptly of unauthorised use.

3. Customer data and instructions

Where you use the Services on behalf of an organisation, that organisation controls certain workforce data submitted to the platform. You warrant that you have authority to bind that organisation and that its collection and use of personal data through the Services complies with applicable law, including employment and data protection law in Kenya. We process such data in accordance with our agreement with the organisation and our Privacy Policy.

4. Subscription, fees, and taxes

Paid subscriptions are billed as stated at checkout, in an Order, or in-product. Fees are exclusive of applicable taxes unless stated otherwise. Late payments may result in suspension or termination of access. Free trials or promotional access may be modified or discontinued at any time.

5. Acceptable use

You agree not to:

• Violate any applicable law or regulation, including laws of Kenya;
• Infringe intellectual property or privacy rights of others;
• Upload malware, probe or scan systems without authorisation, or interfere with the integrity or performance of the Services;
• Attempt to access data or accounts without permission, or circumvent technical limits or security controls;
• Use the Services to send unsolicited bulk communications in breach of anti-spam rules;
• Reverse engineer the Services except to the extent permitted by mandatory law;
• Use the Services in any manner that could harm HR Genie’s reputation or subject us to liability.

We may investigate violations and cooperate with law enforcement or regulators as required.

6. Intellectual property

We and our licensors own the Services, software, branding, documentation, and related intellectual property. Subject to these Terms and your subscription, we grant you a limited, non-exclusive, non-transferable licence to access and use the Services for your internal business purposes during the subscription term. Except as expressly permitted, you may not copy, modify, distribute, sell, or lease any part of the Services.

You retain ownership of content and data you submit. You grant us a worldwide licence to host, process, transmit, and display such content solely to provide, secure, and improve the Services and as described in our Privacy Policy.

7. Third-party services

The Services may integrate with third-party platforms (for example, identity providers, banks, or government reporting APIs). Those services are governed by their own terms; we are not responsible for third-party acts or omissions.

8. Confidentiality

Each party may receive non-public information from the other. The receiving party will use reasonable care to protect confidential information and use it only for the purpose of the Services, subject to standard exceptions (public domain, independently developed, lawful disclosure, etc.).

9. Warranties disclaimer

To the fullest extent permitted by applicable law in Kenya, the Services are provided “as is” and “as available”. We disclaim all warranties, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant uninterrupted or error-free operation or that defects will be corrected.

10. Limitation of liability

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under Kenyan law (including death or personal injury caused by negligence, fraud, or other liabilities that may not be limited). Subject to the foregoing, to the maximum extent permitted by law:

• Our total aggregate liability arising out of or relating to the Services or these Terms will not exceed the amounts paid by you to us for the Services in the twelve (12) months preceding the claim; and
• We will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill.

11. Indemnity

You will defend and indemnify HR Genie and its directors, officers, employees, and agents against third-party claims, damages, and costs (including reasonable legal fees) arising from your breach of these Terms, your misuse of the Services, or your violation of law or third-party rights, except to the extent caused by our wilful misconduct.

12. Suspension and termination

We may suspend access if we reasonably believe there is a security risk, abuse of the Services, or non-payment. Either party may terminate for material breach if the breach is not cured within thirty (30) days of written notice (where curable). Upon termination, your right to use the Services ceases. We may delete data after any post-termination retention period stated in an Order or policy. Sections intended to survive (including intellectual property, disclaimers, limitation of liability, indemnity, and governing law) will survive.

13. Export and sanctions

You represent that you are not located in a country subject to comprehensive sanctions or designated on restricted party lists, and that you will comply with applicable export control laws.

14. Governing law and disputes

These Terms are governed by the laws of the Republic of Kenya, without regard to conflict-of-law rules. The courts of Kenya will have exclusive jurisdiction, subject to any mandatory venue rules that apply to consumers or employees that cannot be waived. Before commencing court proceedings, the parties will use good faith efforts to resolve disputes through negotiation and, if agreed in writing in an Order, mediation in Nairobi.

15. Changes

We may modify these Terms by posting an updated version and updating the “Last updated” date. If a change is material, we will provide reasonable notice where required by law. Continued use after the effective date constitutes acceptance of the revised Terms.

16. General

These Terms constitute the entire agreement between you and HR Genie regarding the Services and supersede prior oral or written understandings on the same subject. If any provision is held invalid, the remainder remains in effect. Failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

17. Contact

For questions about these Terms, contact us through the support channels in the Services or via the contact information published on hrgenie.ai.

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